volunteer information matching system (vims) new user...

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Volunteer Information Matching System

(VIMS) New User Guide

2015/2016 Season

FIRST Volunteer Resources Department

Questions? Comments? Concerns? [email protected]

Web Address: https://my.usfirst.org/FIRSTPortal/Login/VIMS_login.aspx

Updated 9/16/2015

Please use the most updated browser version. If you are working on a campus or company with strong firewalls,

please be aware you may encounter issues. We recommend you access FIRST systems on a home network. FIRST

systems are not supported by mobile platforms.

mailto:[email protected]://my.usfirst.org/FIRSTPortal/Login/VIMS_login.aspx

How to use this User Guide Each line in the Table of Contents is hyperlinked to that specific topic within the User Guide. One can read from beginning

to end or select a topic to read about specifically. Within the document, hyperlinked words or phrases can be clicked and

the reader will be redirected to that specific section.

Table of Contents How to use this User Guide ................................................................................................................2

Step 1- Click on “Create FIRST Account” ..............................................................................................3

1.1: Read and Accept the “Terms & Conditions” ................................................................................................................ 4

1.2: Fill out the User Profile ................................................................................................................................................ 5

Step 1.3: Consent and Release ............................................................................................................................................ 5

To Sign Electronically .......................................................................................................................................................... 5

To Sign a Physical Copy ....................................................................................................................................................... 6

To Complete the Consent and Release Agreement at a Later Time ................................................................................... 7

Step 2: Activate Account ....................................................................................................................8

Step 3: Log into VIMS and complete the “About You” and “Expertise” sections ................................. 10

Step 4: Find & Apply to a FIRST Event ............................................................................................... 11

My Volunteer Role Applications & Assignments Page ...................................................................................................... 11

Applying to an Event ......................................................................................................................................................... 11

To Add Role ....................................................................................................................................................................... 13

To Remove Role ................................................................................................................................................................ 13

Step 5: Screening ............................................................................................................................. 15

Significance of YPP Screening Status ................................................................................................................................ 17

Step 8: When Assigned ..................................................................................................................... 18

VIMS Video Tutorials........................................................................................................................ 19

How to Report a Bug ........................................................................................................................ 20

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Step 1- Click on “Create FIRST Account”

Navigate to the Volunteer Information Matching System (VIMS) landing page:

https://my.usfirst.org/FIRSTPortal/Login/VIMS_login.aspx

NOTE: You must be 13 years or older to volunteer and create a VIMS account.

https://my.usfirst.org/FIRSTPortal/Login/VIMS_login.aspx

1.1: Read and Accept the “Terms & Conditions”

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1.2: Fill out the User Profile

Fields marked with a Red Dot are required.

NOTE: Please use your LEGAL NAME and LEGAL ADDRESS. Screening is linked to the email associated with this

User Profile. Any misinformation may delay the screening process. Once entered, any chance in the LEGAL

NAME must be addressed by the Youth Protection Department at FIRST. Please contact them at

[email protected].

Step 1.3: Consent and Release

Every volunteer must sign the FIRST Consent and Release form, either electronically in VIMS or by bringing a physical

copy to the event they are volunteering for.

To Sign Electronically

Read the Consent and Release form (make sure to scroll to the bottom)

mailto:[email protected]

Click on “Checking this box constitutes my online signing of this Consent and Release Agreement”.

Click on “OK/Close Form

To Sign a Physical Copy Click on “Consent and Release” Link on left hand navigation.

Read the Consent and Release form.

Click on “I am printing this Consent and Release Agreement for in-person submission at a FIRST event”

Click on “Print Agreement”

o A print screen will pop up.

o Print this form, sign and bring to the FIRST event you are volunteering form.

o NOTE: If you are volunteering for multiple events, you must print and sign this form for each event.

Click on “OK/Close Form”.

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To Complete the Consent and Release Agreement at a Later Time

If you choose to complete the Consent and Release Agreement at a later time, or to update your previous selection, you

may access it at any point from the left hand navigation.

You may update your selection at any

time by clicking Consent & Release

Step 2: Activate Account

An automated email will be generated by VIMS and sent to the email address provided by the User. Please click

on the link provided within the email to activate the account.

NOTE: If you do not see this email, please check your SPAM folder.

This link will redirect you to a confirmation page in VIMS. Click on “Go to VIMS Login” to continue registering. At

this time, the User can stop and return to VIMS at a later time to finish registration. Click “Close” to exit and

continue later.

A “Thank You” Screen will

pop up once the User has

submitted their profile

information. Click “Close”

to exit window.

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This button will redirect

you to the VIMS landing

page. Login in with the

email/password you have

just registered.

Step 3: Log into VIMS and complete the “About You” and “Expertise”

sections


Once you have entered and saved these sections, you will be able to apply to volunteer for FIRST events.

The information provided will help Volunteer Coordinators when assigning you to roles in the events you apply.

Addressing dietary restrictions for catering, ensuring that you have the proper shirts size, and any physical

limitations that may prohibit certain volunteer roles.

Make sure to list any

experiences that may be

relevant to volunteer

roles that you may be

interested in.

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Step 4: Find & Apply to a FIRST Event

My Volunteer Role Applications & Assignments Page Volunteer Role Applications Section - Submitted Applications will appear under “Volunteer Role Applications”.

You will be able to edit/delete applications at any time leading up to the event and prior to being assigned by

the Volunteer Coordinator.

Volunteer Role Assignments Section - Assigned Roles will appear under “Volunteer Role Assignments”.

o NOTE: Assignments will only appear once the event Volunteer Coordinator has made a finalized

assignment. If you can no longer volunteer after the assignment has been made, please communicate

directly to the Volunteer Coordinator of that event.

Applying to an Event Click on “Volunteer Role Applications” in the left hand navigation bar.

Click on “Apply for an Event”

Select a Program

o NOTE: Multiple programs may be in your area. You are able to search multiple events at the same time.

If something a program/event is not listed, please use your regional contact.

http://www.usfirst.org/regional-contacts.

Select the Country

Select State/Province OR type in your Zip/Postal Code

Click “Search Events”

Events will populate at the bottom of the screen.

Click on the “Select” hyperlink, adjacent to the event the User would like to volunteer.

Fill out the Role Application and Click “Submit” (See “Add Role” Instructions below)


You are able to search

multiple programs in a given

area. Select all programs you

are interested in.

http://www.usfirst.org/regional-contacts

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To Add Role Select the Role you would like to Add

Click on “Add”

Use Green Arrows to order roles for preference.

To Remove Role Use Green Arrows to move undesired role to “Fifth Selection”.

Click “Remove”

When applicable, pre-event/post-event dates will be displayed in unbolded red.

o NOTE: Although listed, not all events will need volunteers on these dates. Please apply to ALL dates that

you can volunteer, commenting on any time restrictions that you may have on those dates.

Please select ALL days

you are available.

NOTE: If you have specific times you are available, please add that into the “Time Availability/Comments”

section.

After selecting roles and days available, click “Apply For Selected Role(s)

An automated email confirming your application has been received will be sent to the email address provided.

THIS DOES NOT MEAN YOU HAVE BEEN ASSIGNED TO A ROLE NOR SUCCESSFULLY PASSED SCREENING. The

User will be sent an email with the assignment once they pass screening and when the Volunteer Coordinator

has finalized the assignment. The User can also find the assignment under “Volunteer Role Assignments” when it

becomes available.

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Step 5: Screening

Applying to an event will trigger screening. You may defer screening to another time; however, you must

complete the screening process in order to volunteer for a FIRST event. If you defer screening, you will be

prompted to initiate screening the next time you login to VIMS.

Please Read Instructions & Click “I Agree to Screening”.

Click on “Go to Screening Website”

You will be redirected to the Screening Website (Verified Volunteers).

If you choose to “Defer: Continue VIMS”

o You will be able to apply to additional events and update your profile, but until you have completed and

passed the screening process, you will not be able to be assigned to any event.

o The next time you Log In to VIMS, you will automatically prompted to continue to screening.

For a complete guide on the Screening Process, please visit:

http://www.usfirst.org/community/volunteers/volunteer-coordinator-resources

For current information about the FIRST Youth Protection Program, please visit:

http://www.usfirst.org/aboutus/youth-

protection-program

After successfully submitting your YPP

screening, you will be presented the

below message to indicate that your

Screening is in Progress. Screening on

average takes 8-36 hours to complete.

NOTE: If you cannot see the buttons to

move to the next step, change the

resolution of your screen by zooming

out (Windows: “Ctrl” and “-“; Mac:

“Command” and “-“)

http://www.usfirst.org/community/volunteers/volunteer-coordinator-resourceshttp://www.usfirst.org/aboutus/youth-protection-programhttp://www.usfirst.org/aboutus/youth-protection-program

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Significance of YPP Screening Status The screening status is located at the top right hand corner of each page in VIMS, above the Logout button.

Passed – passed screening

Unscreened – have not submitted your screening request

o Why this may happen and how to address this?

Have not applied to a FIRST event. - Apply for an event and go through screening.

Chose to “Defer” screening. - Upon login, select “I Agree to Screening”.

Did not click “Submit” in Verified Volunteers. - Return to Verified Volunteers, use your

username/password and login. Complete the 4 Step Verification Process.

https://app.verifiedvolunteers.com/Mains/Home

Only use this option if you have created a Verified Volunteers profile. You MUST create

a profile by applying to a FIRST event in order for your screening to be linked to FIRST.

Screening in Progress – screening has been submitted

o Screening may take as long as 8 to 36 hours.

o If you have concerns over your screening, please contact [email protected].

Incomplete Screening – has not completely submitted screening or information on Profile needs to be updated

o If the zip code or date of birth of the volunteer does not match on the “Your Profile” page and what the

volunteer enters in Verified Volunteers, an Error Message will appear. Return to VIMS and check “Your

Profile” in case a typo occurred.

https://app.verifiedvolunteers.com/Mains/Homemailto:[email protected]

Step 8: When Assigned

An email will be sent when a volunteer assignment has been made.

The User can also find the assignment under “Volunteer Role Assignments” when they are assigned.

All role assignments will be listed in this location. If you require further explanation or can no longer volunteer,

please contact your Volunteer Coordinator as soon as possible.

If you need assistance during this process, please contact [email protected].

mailto:[email protected]

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VIMS Video Tutorials

How to Create a New VIMS Account

Click on box above to play the “How to Create a New VIMS Account” video. If you are unable to play the video, click

HERE.

How to Apply to an Event

Click on the box above to play the “How to Apply to an Event” video. If you are unable to play the video, click HERE.

http://www.screencast.com/t/pTL7rCsbhttp://www.screencast.com/t/pTL7rCsbhttp://www.screencast.com/t/GNdf7tJjLIghttp://www.screencast.com/t/pTL7rCsbhttp://www.screencast.com/t/GNdf7tJjLIg

How to Report a Bug

There are two ways to report a bug in the FIRST Volunteer Information Matching System.

Complete the online form.

o You can be taken directly to this page here: http://www.usfirst.org/community/volunteers/report-issue

o It is also located on the VIMS Landing Page, click “Report an Issue”

Email [email protected]

o Please be detailed.

o If possible, please include Screenshots.
http://www.usfirst.org/community/volunteers/report-issuemailto:[email protected]

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